Primary Duties & Responsibilities

Provide daily executive-level administrative support, including accompanying the VP on travel as needed. Manage team budget, tracking spend and provide report out for prior month spend as well as forecast for the next month.  Create a project dashboard, coordinate and report out on project status to keep the projects on target for completion. Take ownership, make decisions and move projects forward, sometimes with limited direction. Support project and knowledge management efforts by:  Updating project plans in legal project management tools. Assisting with legal technology tools.  Maintaining the team’s knowledge management site. Manage complex calendars across multiple time zones, coordinate meetings, and ensure timely communication of changes. Assist with meeting preparation, including: Booking meeting spaces and arranging equipment Preparing and distributing materials Drafting agendas, capturing meeting minutes, and tracking action items Coordinate internal and external meetings, offsite events, and virtual gatherings. Arrange logistics for presentations, travel, hotel accommodations, transportation, and dining. Respond to correspondence from internal or external contacts and referring complex correspondence to appropriate team members as needed. Maintain listing of monthly and annual document releases and update, manage and release various team documents in coordination with respective team members.  Create templates and assist team in the preparation of documentation including a variety of legal correspondence, written documents, reports, spreadsheets and tables and send on their behalf.  Assist in onboarding on new department team members. Provide travel support to the team including expense report processing, maintaining monthly travel schedules, maintaining calendars, setting up and coordinating visitors, ordering supplies and coordinating mailings.  Prepare travel requests and submit expense reports. Coordinate any travel change requests with the travel agency. Provide travel and expense reporting training to new department team members. Perform a variety of general administrative tasks including; Handle copying, scanning and filing, and mail distribution, including Team email. Register Team members for events, trainings, and conferences.  Order supplies and coordinate deliveries (Ex. flowers, packages) as needed.  Maintain accurate files and records, including confidential material. Manage document signatures, including e-signatures, originals, notary, and apostille.  Create documents and digital media in various formats (PowerPoint, Word, Excel, fillable PDFs, etc.). Perform other duties as assigned, depending on team and business priorities.

Education & Experience

BA or BS degree preferred. Minimum 4–6 years of relevant experience, ideally in a corporate legal environment Strong track record in high-level administrative support and continuous process improvement Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Visio) Familiarity with legal operations, processes, and technology Proficiency with expense reporting and travel management tools (Concur and Navan Business Travel preferred). Experience with tools such as Smartsheet, SimpleLegal, DocuSign, and MS Forms. Prior experience in the semiconductor and/or manufacturing industry a plus.

Skills

Exceptional attention to detail, particularly in written communication Ability to support multiple stakeholders simultaneously Comfort with legal tech and basic understanding of AI tools to streamline tasks Strong problem-solving mindset; thrives on overcoming obstacles Effective multitasking and project management in fast-paced environments Tech-savvy and eager to leverage automation and efficiency tools Professionalism and discretion when handling sensitive information Excellent interpersonal and communication skills in a global, multicultural team Highly adaptable and flexible to work extended hours when required Self-motivated, proactive, organized, and resourceful

Working Conditions

Hybrid work environment with an expectation of 3 days/week in the office. Office-based with occasional remote work flexibility. 

Physical Requirements

Domestic and International Travel up to 10% of the time. Must be able to sit for an 8-hour shift. 

Safety Requirements

All employees are required to follow the site EHS procedures and Coherent Corp. Corporate EHS standards.

Quality and Environmental Responsibilities

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

Culture Commitment

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

 

Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

 

If you need assistance or an accommodation due to a disability, you may contact us at talentacquisition@coherent.com.